If you are reading this in mid-November without a holiday party on the calendar, you are in good company. Most offices decide on a party later than they intend to. Budgets get approved in the fall, someone volunteers to organize it, and suddenly it is a few weeks out.
The honest version: the most sought-after dates are probably gone, and you will have fewer choices than you would have had in September. But a good party in December is still very doable. It comes down to making a few decisions quickly, in the right order.
Work Backward from Your Date
Start with the day you want, then count back. Two deadlines matter most.
For a full-service event, we ask for a final guaranteed headcount three weeks before the date. A party on December 10 needs a final number by November 19. A party on December 17 needs one by November 26, the day before Thanksgiving. If your guest list is still soft, settle it now, because the headcount drives nearly everything else: the menu, staffing, rentals, and the space.
Drop-off orders run on a much shorter clock. If your date is close and your plans are flexible, that is a legitimate option and not a consolation prize (more on that below).
Choose the Date Carefully
The Thursdays and Fridays in the middle two weeks of December are what everyone wants, which is why they go first. If you have any flexibility, these are worth considering:
An earlier date. The first week of December is quieter, and early parties tend to get better attendance, since people haven’t yet filled their calendars with travel and family commitments.
A daytime event. A holiday lunch is easier to book than a Friday evening, costs less, and suits teams that include people with long commutes or caregiving responsibilities.
January. A party in the first weeks of the new year is a real alternative. Venues have openings, people are more rested, and it doesn’t have to compete with anyone else’s schedule. If December is already looking crowded, it is worth a serious look.
Decide on the Format Before the Menu
The type of party determines the type of food, so settle it first.
A seated dinner suits a smaller group, a client appreciation event, or an occasion where you want to make a point of thanking people. A cocktail reception with passed bites and stations works for larger groups and for parties where mingling is the point. A lunch or an informal office gathering often needs no staff at all.
If you are choosing between staffed service and drop-off, we wrote a separate guide to that decision. The short version: if the party is mostly about people having a good time together and you are comfortable with guests serving themselves, drop-off catering can be ordered quickly and still gets you a proper meal. If you want a bar, servers, and a program with distinct moments, you want full service.
Menu Considerations for a December Party
Winter menus are good at doing a lot with a little: roasted roots, braised dishes, squash, bitter greens, and things that hold their heat for an hour without suffering. Three practical points to keep in mind.
Ask about dietary needs when you send the invitation. At a party of fifty or more, you will almost certainly have vegetarian, vegan, gluten-free, and allergy requests. Collecting them early lets the kitchen plan for them properly rather than improvising on the night. It also keeps the people with restrictions from eating whatever is left over.
Don’t make the menu too ambitious for the format. A cocktail party with eight different passed items sounds generous, but it is hard on the room and the kitchen. A smaller number of well-made things serves your guests better.
Decide whether you’re serving alcohol, and how. If so, a staffed bar needs full service, and it is worth confirming early that your caterer holds the liquor license and can get event permits for your space. A non-alcoholic option that someone put thought into is also worth including, since a meaningful portion of any guest list won’t be drinking.
If You Don’t Have a Venue
Many offices can hold the party in their own space, which makes things simpler: no venue fee and no travel for guests. If you need an outside space, this is where the time pressure is greatest, since good venues book up first and caterers can only work with what’s available. We work with venues across the city and can help you find one, including several where we are the exclusive caterer. It is worth asking about availability early in the process, before you have settled on other details that might need to change.
What to Do This Week
If you are starting from nothing, here is a reasonable order of operations:
Pick two or three possible dates, including at least one that isn’t a prime evening.
Get a rough headcount, and a plan for firming it up.
Decide on your format: seated, reception, or casual.
Set a budget range, so that the first conversation is productive.
Contact a caterer with all of the above.
That list is short on purpose. Most of the delay in holiday planning comes from trying to decide everything before talking to anyone. A caterer who has done this many times can tell you quickly what is realistic for your date and size, and that is usually more useful than another week of deliberating.
A Note on Waste
Holiday parties generate more waste than most events, between the food, the disposable serviceware, and the packaging. Every event we cater is zero-waste and carbon-neutral, which means we handle composting, recycling, and surplus food donation as part of the job. You don’t need to arrange anything or ask for it. If your organization has sustainability reporting requirements, we can also facilitate TRUE for Events certification for documentation.
Get Started
If you are planning a holiday party and want to know what is still available, send us an inquiry with your date, headcount, and format, and we will tell you what is possible. For smaller or more casual gatherings, you can order drop-off catering directly. You can also read more about our corporate and nonprofit event services and workplace dining programs.